Administrative Assistant / Coordinator

About the role

The Administrative Assistant/Coordinator supports the site office team in Papenburg by handling day‑to‑day administrative tasks, coordinating travel and meetings, and ensuring smooth office operations. This fixed‑term position runs from November 2026 to December 2030 and aligns with the company’s core values of integrity, inclusion, creativity, collaboration, and community.

Key responsibilities

• Provide first‑line support for team queries, resolve routine issues, and assist with hands‑on tasks.
• Manage office supplies, inventory, and ordering of equipment.
• Schedule conference rooms, meetings, video calls and support calendar management.
• Maintain organisational data, distribution lists, and prepare regular reports, summaries and presentations.
• Organise internal events such as service anniversaries, recognition activities, lunch‑and‑learns and team‑building sessions.
• Assist onboarding of new employees, acting as primary contact and delivering basic training on tools and processes.
• Develop and improve travel processes, arrange transportation and accommodation, and handle rotation logistics.
• Maintain travel tools (e.g., Smartsheet) and create tailored travel dashboards.
• Collect and distribute project data, support project managers with meeting preparation and follow‑up, and facilitate communication with stakeholders.

Required profile

• Fluent in German and English with strong written and verbal communication.
• Professional experience in secretarial, administrative or assistant roles.
• Excellent organisational skills, attention to detail and ability to multitask in a fast‑paced environment.
• Proactive, problem‑solving mindset and ability to work independently while following established procedures.
• Strong interpersonal skills, flexibility and a calm approach to unexpected situations.

Required skills

• Smartsheet